Regulatory Notification and Cooperation Statement
CliniciansCheck Version 1.0 | Published: 29 May 2025 | Status: Active Next Review Due: 29 November 2025 Policy Owner: Director of Governance, Risk & Legal Affairs Approved by: Executive Governance and Risk Committee Jurisdiction: Global – UK, EU, US, Canada, Australia, Singapore, India, Brazil
1. Purpose
1.1 This statement defines CliniciansCheck’s commitment to active cooperation with global regulators, authorities, and relevant oversight bodies.
1.2 It sets out how CliniciansCheck engages transparently and lawfully in the event of system incidents, complaints, audits, or cross-border investigations.
1.3 The statement ensures alignment with clinical, privacy, safety, and AI governance standards and builds trust with stakeholders, including patients, clinicians, and institutions.
2. Scope
2.1 This statement applies to all territories in which CliniciansCheck operates or receives user engagement.
2.2 It applies to any contact from, or notification to, a relevant statutory regulator, licensing body, data protection authority, healthcare board, ombudsman, or public health official.
2.3 It also covers joint investigations, coordinated data access, breach notification duties, and regulatory audits.
3. Regulatory Engagement Principles
3.1 CliniciansCheck recognises the authority and legal mandates of all competent global regulators.
3.2 The platform commits to good-faith cooperation, timely responses, and full transparency in all regulatory interactions.
3.3 All inquiries from regulators are escalated immediately to the Director of Governance, Risk & Legal Affairs and logged with time, scope, and outcome.
3.4 CliniciansCheck will never obstruct, delay, or misrepresent information in the context of a regulatory matter.
4. Notification Triggers
4.1 CliniciansCheck will notify relevant regulators in any of the following scenarios:
4.2 A data breach or system compromise affecting personal or sensitive information.
4.3 An incident impacting patient safety, service delivery, or the integrity of clinician-provided services.
4.4 Discovery of AI-generated content that causes, or has the potential to cause, harm or misrepresentation.
4.5 Discovery of unlawful conduct on the platform, including fraud, impersonation, or breaches of licensing conditions.
4.6 A lawful request for information or disclosure is received from an authorised regulator, enforcement agency, or healthcare licensing board.
5. Regulatory Bodies Recognised
5.1 CliniciansCheck operates in accordance with the legal and regulatory frameworks set by health, privacy, and digital authorities in the regions in which it offers services.
5.2 While not formally affiliated with specific regulators, CliniciansCheck monitors and aligns its policies with the expectations and published guidance of the following authorities and bodies:
5.3 In the United Kingdom: the Information Commissioner’s Office (ICO), NHS England, the General Medical Council (GMC), and the Care Quality Commission (CQC)
5.4 In the European Union: national Data Protection Authorities and medical licensing bodies under GDPR and EU Digital Health legislation
5.5 In the United States: the Office for Civil Rights (OCR), the Federal Trade Commission (FTC), and state medical boards overseeing HIPAA and consumer health privacy
5.6 In Canada: the Office of the Privacy Commissioner and applicable provincial health privacy and licensing bodies
5.7 In Australia: the Office of the Australian Information Commissioner (OAIC) and the Australian Digital Health Agency (ADHA)
5.8 In Singapore: the Personal Data Protection Commission (PDPC) and the Health Sciences Authority
5.9 In India: the Digital Personal Data Protection Board and the National Medical Commission
5.10 In Brazil: the National Data Protection Authority (ANPD) and relevant health sector regulators
5.11 Where operations or user engagement occur in other jurisdictions, CliniciansCheck endeavours to follow equivalent rules, standards, or best practice guidance issued by competent authorities.
6. Regulatory Disclosure and Response Process
6.1 All contact from regulators is acknowledged within one business day.
6.2 Substantive responses are delivered within legally required timeframes and in line with the authority’s procedural expectations.
6.3 CliniciansCheck maintains legal readiness for in-camera hearings, virtual cooperation, and secure file transfer of records requested by regulators.
6.4 Where appropriate, external counsel or data protection officers are consulted to ensure lawful and accurate communication.
7. Internal Escalation
7.1 Any staff member who receives communication from a regulator must escalate the matter immediately to operationsteam@clinicianscheck.com and mark the communication as HIGH PRIORITY – REGULATORY.
7.2 The Director of Governance, Risk & Legal Affairs will assess the scope of the inquiry, determine if legal hold is required, and coordinate response actions across departments.
8. Cross-Border Notification Rules
8.1 In accordance with international law, CliniciansCheck acknowledges that different regulators may require parallel or simultaneous notification.
8.2 Where an incident has transnational impact, CliniciansCheck commits to:
a. Coordinating notifications across jurisdictions without unnecessary delay b. Identifying lead supervisory authorities under GDPR or comparable frameworks c. Informing affected users, clinicians, and partners in compliance with breach notification laws
9. Non-Retaliation and Good-Faith Engagement
9.1 CliniciansCheck encourages users, clinicians, and partners to report concerns to regulators where appropriate.
9.2 No party shall face retaliation or negative consequence for lawfully initiating or participating in a regulatory matter.
10. Version Control
10.1 Version: 1.0 10.2 Date Published: 29 May 2025 10.3 Status: Active 10.4 Next Scheduled Review: 29 November 2025 10.5 Policy Owner: Director of Governance, Risk & Legal Affairs 10.6 Approved By: Executive Governance and Risk Committee 10.7 Contact Email: operationsteam@clinicianscheck.com 10.8 Applies To: All CliniciansCheck users, staff, clinicians, vendors, affiliates, and regulators globally